Documents Management Assistant

Job Posting Organization:
The position is located within the Documents Management Section (DMS) of the Central Planning Coordination Division (CPCD) in the Department for General Assembly and Conference Management (DGACM) of the United Nations. The organization is dedicated to facilitating the work of the General Assembly and its subsidiary bodies by ensuring that documentation is processed efficiently and in compliance with established guidelines. The UN aims to promote international cooperation and maintain peace and security" style="border-bottom: 1px dotted #007bff !important;">security, with a mission that encompasses a wide range of global issues. The organization employs thousands of staff members across various countries, working collaboratively to address challenges and implement solutions on a global scale.

Job Overview:
The Documents Management Assistant will play a crucial role in the processing and management of documentation for the General Assembly, ECOSOC, and their subsidiary bodies. The incumbent will be responsible for evaluating pre-session documents to ensure compliance with legislative mandates and submission deadlines. This position requires maintaining a computerized database to alert submitters of deadlines and providing updated information to relevant departments. The role also involves responding to document-related queries, processing communications from Member States, and assisting with data collection and analysis for reporting purposes. The assistant will utilize data visualization methods to present insights and support decision-making processes. Overall, the position demands a high level of professionalism, teamwork, and organizational skills to ensure the timely and efficient management of documentation.

Duties and Responsibilities:
The incumbent will be tasked with evaluating all pre-session documents submitted for processing, ensuring they meet legislative mandates and submission deadlines. Responsibilities include maintaining a computerized database for tracking submissions, responding to queries from various departments, processing official documents, and performing general office management functions. The assistant will also collect and analyze data to identify trends, prepare presentations, and implement data collection systems that enhance statistical efficiency. Additional duties may involve carrying out ad hoc tasks assigned by the Chief of the Section and supporting the overall planning and scheduling of documentation.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with a minimum of five years of experience in the documentation field or a related area. For those with a first-level university degree or higher, the required experience is reduced to three years. Experience within the United Nations Common System or similar international organizations is desirable, particularly familiarity with the UN documentation system and gDoc platform. Proficiency in data analytics or related fields is also required, along with a strong understanding of documentation workflows and compliance regulations.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, indicating that higher education is valued and may enhance a candidate's eligibility for the role.

Experience:
The position requires a minimum of five years of relevant experience in documentation or a related field. This requirement is reduced to three years for candidates who hold a first-level university degree or higher. Experience within the United Nations or similar international organizations is highly desirable, particularly in relation to the UN's documentation systems and processes. Candidates should also have experience in data analytics or related areas, showcasing their ability to handle data effectively.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also recognized as a working language of the United Nations, but English is the primary requirement for this job opening. Candidates should be prepared to demonstrate their language skills according to the UN Language Framework.

Additional Notes:
The appointment for this position is for an initial period of one year, with the possibility of renewal subject to budgetary approval and the availability of the post. This position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in New York. Those selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. Additionally, applicants who have reached the mandatory age of separation are not eligible to apply. The United Nations emphasizes the importance of diversity and inclusion in its recruitment process, ensuring equal opportunities for all candidates regardless of gender, race, or background.